Museum of Science
  • 02-Aug-2019 to 08-Sep-2019 (EST)
  • Donor Relations - 440
  • Boston, MA, USA
  • Regular, Full Time

Associate Director, Donor Events

Museum of Science, Boston

www.mos.org


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SUMMARY STATEMENT:

Under the direction of the Director of Donor Relations & Events, the Associate Director, Donor Events works to create, administer, and execute approximately 50-60 events per year. They will serve as lead coordinator for all non-revenue-generating events for the Advancement Division setting standards and overseeing all logistics with the support of the Donor Events Specialist. They will be responsible for conducting a briefing and debriefing in conjunction with Research to ensure strategic donor engagement after each event. They will manage the creation and oversight of a cross-divisional Master Calendar of Events for reference by the entire Advancement Division. The Associate Director will manage relationships with departments including Marketing Communications, Events & Conference Services, and Wolfgang Puck Catering and all external vendors associated with each assigned event including decorations, audio visual and equipment rentals. The position reports to the Director of Donor Relations & Events and includes supervisory responsibility for the Donor Events Specialist and Coordinator, Donor Relations and Events.


RESPONSIBILITIES:

  • Provides oversight and direct supervision of two (2) team members as pertains to the strategic design, operations and logistics of all special events and registration
  • Develops, oversees and manages 50-60 events annually serving from 12-500 people per event, including the associated briefing and debriefing process for fellow Advancement staff (up to 30 participants).
  • Supports the projections and development of the annual Donor Relations budget of approximately $1,100,000 and the associated management of expenses for up to 30 individual project codes
  • Oversees the budgeted expenses for each event ($1,000-$40,000) and the payment of each invoice, credit charge or internal transfer (10-30 expenses per event) in order to adhere to annual budget.
  • Recruits and maintains relationships with 5-20 individual internal and external vendors per event
  • Oversees recruitment and work of 25-50 Trustees, Overseers, and staff volunteers annually (1-20 per event).
  • Oversees recruitment and work of 25-100 GSEs annually (1-20 per event).
  • Ability to maintain a flexible schedule with night work often (and infrequent weekend work), especially in spring and fall.
  • Night and weekend work required before and during select events


WORK SCHEDULE:

This position is full-time, 40hrs/wk, Monday-Friday, 9am-5pm


REPORTS TO:

Director of Donor Relations


MINIMUM QUALIFICATIONS:

  • Bachelors of Science or Arts degree
  • 5 or more years of event planning and management within hospitality, corporate or non-profit setting experience
  • Experience with all details related to event or meeting planning and execution
  • Experiencing overseeing food and beverage details including reviewing menu proposals and BEOs
  • Ability to create floorplans and manage special requests with room setups including audio visual, rental equipment and linens
  • Exemplary organizational, time-management, and project management skills with meticulous attention to detail
  • Ability to assess client requirements and deliver ensuring client satisfaction
  • Outstanding interpersonal skills, including demonstrated confidence and poise in front of donors and high-level volunteers
  • Proactive mindset and able to remain calm under pressure to anticipate and support changes at an event
  • Quantitative, oral and written communications and problem-solving/strategizing skills
  • Working knowledge of Microsoft Office Suite and database operations
  • Strong knowledge of current food, industry trends and fine dining points of service
  • Experience in recruiting in-kind donations or sponsorship preferred
  • Experience in volunteer management experience preferred
  • Experience with forecasting event expenses, managing external vendors, purchasing and accounts receivable


STARTING SALARY:

Exempt (Salaried). Commensurate with experience.


BENEFITS:

Benefits for full-time, exempt (salaried) staff include: free parking, T accessibility, 23 vacation days, 12 holidays, 10 sick days, medical, dental, and vision insurance, short- and long-term disability, life insurance, retirement and savings plan, health care/dependent care flex spending plan, employee discounts, employee referral program, tuition assistance, professional development, direct deposit, free admission, free Duck Tours, discounted movie passes, and much more!


The Museum of Science is fully committed to Equal Employment Opportunity and to attracting, retaining, developing and promoting the most qualified employees without regard to their race, gender, color, religion, sexual orientation, national origin, age, physical or mental disability, citizenship status, veteran status, or any other characteristic prohibited by federal, state or local law. We are dedicated to providing a work environment free from discrimination and harassment, and where employees are treated with respect and dignity.


No phone inquiries, please. Qualified applicants will be contacted within two to four weeks of initial application.

Museum of Science
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